Temporary Executive Administrative Assistant

1 week ago

Vancouver, British Columbia, Canada Healthcare Benefit Trust (HBT) Full time

POSITION SUMMARY Reporting to the Chief Executive Officer, the Board Liaison / Executive Assistant is responsible for managing the smooth and efficient operation of the Executive Office and Management Team, and as part of HBT's Board Services Team, supporting HBT's Board of Trustees and third-party administration board secretariat functions (the "Board" or "Boards").

This roll must utilize significant judgment and discretion in coordinating executive administrative functions.

The position liaises on behalf of the Executive Office and Management Team, as well as HBT and its' respective Boards with internal and external stakeholders, provides direct coordination with respect to Trustee business, and acts as an administrative resource in supporting the Board of Trustees in fulfilling its role.

Coordinates executive administration functions for the Executive Office and Management Team. Establishes administrative systems and processes and ensures effective and efficient organization and flow of the work.

Working closely with the Executive Office and Management Team, assesses current and emerging issues and priorities and provides feedback and recommendations regarding the management of high profile, urgent or sensitive matters.

Prepares presentations and update reports for the Executive Office and Management Team.

Maintains communication and facilitates the completion of projects and activities by HBT Executives, ensuring commitments are met and urgent or critical situations are dealt with.

Coordinates Executive Office communications within the organization and externally.

Researches and prepares correspondence for the Executive Office and develops submissions and presentations for the Board, Committees of the Board and external stakeholders.

Provides information and resolves issues on behalf of and as directed by the CEO, liaising with HBT Executives as required.

Schedules Board of Trustee, Executive and other meetings; facilitates follow-up action with appropriate Trustee, Executive or other stakeholder to ensure end results are achieved.

Ensures a monitoring report is prepared and subsequently approved for all Board and Committee meetings.
Reviews and processes all expense claims by the Trustees for approval and settlement, including the Chair.

Manages the correspondence addressed to the Board including, where necessary, the writing of acknowledgements; Maintains relevant Trustee SharePoint Portal / Planning Calendar.

Plans and organizes major HBT meetings such as the Annual General Meeting and Trustee and/or Senior Management Strategic Planning Sessions.

Compiles materials, determines and arranges venue, invites special guests, arranges presentations, and ensures all administrative arrangements are taken care of prior to and throughout the sessions.

Provides executive level secretarial and administrative support services to the Executive Office and Management Team including: maintaining calendar; responding to emails and telephone calls and providing information or referring to others as appropriate; exchanging information and resolving issues on behalf of the Executive Office and Management Team as appropriate; and establishing and maintaining filing, bring forward and follow-up systems for the Executive Office.

Researches information regarding a variety of issues as requested by the Executive Office, Management Team and Trustees; Carries out confidential and sensitive assignments and uundertakes special projects for the Executive Office and Management Team; Processes financial items such as invoices, expense claims and purchase orders and maintains related records.

Fosters productive working relationships with a broad variety of stakeholders, including HBT and Joint Trust Trustees and senior representatives of HEABC, member organizations, health sector and union associations and government.

Provides information, guidance, and support to others within the organization with respect to office policies, procedures and standards. May supervise temporary support staff hired for work overload situations or special projects.

Community College diploma in commerce or business administration or an equivalent amount of education and experience.

Five years experience in managing the executive administration function for a Chief Executive Officer, Executive Team and Board in a complex, customer-oriented organization.

Significant knowledge and understanding of the principles, processes, and practices of managing the executive administration function for an Executive Team and Board of Directors/Trustees.

Considerable knowledge and understanding of the policies, programs, and operating requirements of HBT, its' stakeholder organizations, The Executive Office, and Board of Trustees.

Ability to exercise judgment, diplomacy, and tact in dealing with the varied day-to-day issues associated with the Executive Office.

Ability to anticipate needs of the Executive Office, Stakeholders and Board, manage multiple and diverse issues, and keep the Executive and Management Teams apprised of major concerns.

Ability to liaise effectively with the Executive of the organization and facilitate the completion of various activities on behalf of the CEO.

Ability to work with sensitive data and information while maintaining confidentiality.
Good understanding of computer systems, advanced level skills in relevant software, and strong word processing and minute-taking skills.

ca and ensure to add the position title ( Board Liaison/ Executive Assistant ) in the subject line of the email.

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